How fleet fuel cards work

Fleet fuel cards are more than just a standard credit card. They’re offered to businesses spending significant amount on fuel. These cards offer a simple way to pay for fuel and in some cases, vehicle maintenance and other business-related expenses, as well.

Fuel cards typically provide access to a specific fuel network or a broad network of fuel stations and merchants. Depending on the program, cards may be restricted to fuel only or allow additional purchases such as vehicle maintenance and other services. Either way, every fuel card is different and your best option depends on your vehicles, routes, and business needs.

How Fleet Fuel Cards Work

While features vary by fuel card provider, these are the most basic steps that fuel cards follow from setup to reporting.

Set spending controls and limits

Businesses can customize how cards are used by setting controls such as daily or weekly spending limits, transaction limits, product restrictions, time-of-day rules, and approved locations.

Fueling at the pump

Drivers use the fuel card at the pump and typically enter a PIN along with optional details such as odometer readings or vehicle numbers before fueling.

Automatic reporting and data capturing

After the driver is done fueling, this transaction data is automatically recorded. These transactions will show up on invoices or detailed reports at the end of the billing cycle.

Online account management

Managers and other authorized contacts can access reports, review transactions, make payments, and manage fuel cards through an online account system.

    Power your fleet with a Quarles fuel card.

    We understand every fleet is unique. Whether you’re looking for convenient locations, fuel discounts, universal acceptance or easy online account management — Quarles has the right fuel card for you.

    For a basic fuel-only card, equip our Classic fuel card in your wallet. Want extra flexibility and universal acceptance? Check out our Universal fuel card. If you’re driving long distances frequently, our Over The Road fuel card might be the best choice for you. Learn more by visiting quarlesinc.com or calling us at 877-444-3835.